TERMS & CONDITIONS
Stonyhurst Experience
Stonyhurst Experience is the organiser of the Tolkien Trail Race.
By entering a Stonyhurst Experience event, you understand and agree to the Terms and Conditions stated below. If you are unsure about any aspect of the content below, please contact us at experience@stonyhurst.ac.uk
Stonyhurst Experience reserves the right to change these Terms and Conditions at any time by posting changes online.
When entering on the day of an event, in person, by confirming your full name, date of birth and email address, you confirm that you are agreeing to these Terms and Conditions.
When entering our races, you agree to receive emails from Stonyhurst Experience with details of our events. Your email address will never be passed on to third parties.
Event Changes & Cancellations
In the case of circumstances beyond our control (including but not limited to adverse weather conditions), Stonyhurst Experience reserves the right to amend or cancel any event at short notice. This includes changes to race time, date, venue, fees or prizes.
We will attempt to reschedule the event and entries will be automatically transferred. Where an event cannot be rescheduled, committed contractors will be paid and remaining funds will be offered as partial refunds or donated to charity.
Where an event is not fully cancelled or rescheduled and the participant chooses not to take part, they will not be entitled to a refund.
Race Numbers & Participation Rules
Competitors using someone else’s race number may cause serious consequences in the event of a medical emergency. The accuracy of race results is also affected when competitors are placed in the wrong event, age, or sex category.
- Competitors MUST wear and clearly display the race number issued at registration as part of Stonyhurst Experience health and safety policy.
- Any competitor using another participant’s race number will be disqualified.
Minimum age for entry is 15 years old.
Any accidents or injuries that occur during an event that are not due to our negligence will not be the responsibility of Stonyhurst Experience.
The organisers reserve the right to exclude participants who are deemed to be acting inappropriately or causing health and safety concerns for themselves or others. No refund will be issued in such cases.
Refunds, Cancellations & Transfers
We understand that sometimes circumstances change. We do not operate a blanket no-refund policy and aim to be as fair as possible, while ensuring the sustainability of our events.
Event income contributes to venue hire, insurance, merchandise, first aid provision and general event costs. After certain dates, these costs have already been incurred and cannot be recovered.
Please refer to the policy below.
Policy (Applies to the Tolkien Trail Race and associated distances)
You May:
Up to 3 Months Before the Event
- Cancel your entry for a refund minus the SiEntries booking fee.
Up to 2 Months Before the Event
- Cancel your entry for a refund minus a 20% administration fee.
Up to 1 Month Before the Event
- Cancel your entry for a refund minus a 50% administration fee.
After this time, cancellations and refunds are no longer available.
Transfers
- You may transfer your entry to another runner via SiEntries up until 1 week before the event.
- The new participant must agree to these Terms & Conditions.
- Any payment between runners must be arranged privately. Stonyhurst Experience accepts no responsibility for financial loss between parties.
1 Week Before the Event
No refunds, deferrals or transfers can be made within 1 week of the event.
Deferrals
We do not offer standard deferrals due to administrative demands. Our cancellation structure is designed to fairly reflect costs already incurred.
Deferred entries (if offered under exceptional circumstances at the organiser’s discretion) cannot be deferred again and are not eligible for refunds.
Privacy Notice
Legal Entity
Full legal entity name: Stonyhurst
Email address: experience@stonyhurst.ac.uk
Postal address: Stonyhurst College, Hurst Green, BB7 9PZ
This privacy notice explains how we collect and process personal data through your consensual use of our website and event entry systems.
We use your personal data for:
- Managing your event entry
- Communicating important event information
- Informing you of relevant future events or services
We only retain information supplied by you at checkout or through enquiry forms.
We do not sell and will never sell your personal information to any third party.
By entering an event, you give express permission for Stonyhurst Experience to contact you regarding the event you have entered and other relevant events or services we offer.
If you have concerns about your personal data, please contact us at experience@stonyhurst.ac.uk
Please keep us informed of any changes to your personal data.
Our website may contain links to third-party websites. We are not responsible for their privacy policies and encourage you to read their notices when visiting them.
Merchandise Returns Policy
Returns will be accepted within 28 days of receipt if the item is damaged or not as described.
- Return postage costs are the responsibility of the customer.
- Exchanges are available for items of equal value.
- Items that have been worn or had tags removed will not be refunded or exchanged.
